Privacy Policy
Effective date: 06.05.2026
Raglan Naturally Community Trust respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use our website, subscribe to our newsletters, contact us, or use our Collaborator Portal.
This policy applies to the website at raglannaturally.co.nz and any related online services operated by Raglan Naturally Community Trust.
1. Who we are
Raglan Naturally Community Trust is a community organisation based in Raglan / Whāingaroa, Aotearoa New Zealand. We partner with people, groups, and organisations to support community-led projects, collaboration, and local impact.
For privacy matters, you can contact us at:
Raglan Naturally Community Trust
Email: contact@raglannaturally.org.nz
Location: Raglan, Aotearoa New Zealand
2. Personal information we collect
We may collect personal information directly from you when you:
- subscribe to our newsletter;
- contact us through the website or by email;
- register for or use the Collaborator Portal;
- submit forms, updates, proposals, reports, or other information;
- attend or engage with our projects, events, or community initiatives;
- interact with our website.
The personal information we collect may include:
- your name;
- email address;
- phone number;
- organisation, group, or role;
- login details for the Collaborator Portal;
- information you choose to provide in forms, messages, applications, updates, or documents;
- newsletter subscription preferences;
- records of communications with us;
- technical information such as IP address, browser type, device information, pages visited, and website usage data.
We only collect personal information where it is reasonably necessary for our work, website, communications, projects, partnerships, or legal obligations. Under New Zealand privacy guidance, personal information includes any information that tells someone something about an identifiable person, whether or not it includes their name.
3. How we use personal information
We may use your personal information to:
- send newsletters and community updates you have subscribed to;
- respond to enquiries or requests;
- manage relationships with collaborators, partners, funders, community groups, and stakeholders;
- provide access to and administer the Collaborator Portal;
- assess, support, monitor, or report on community projects and initiatives;
- organise events, meetings, workshops, or community engagement;
- improve our website, services, and communications;
- maintain records for operational, funding, reporting, audit, or legal purposes;
- protect the security and integrity of our website and systems;
- comply with applicable laws.
We will not sell your personal information.
4. Newsletters and email communications
When you subscribe to our newsletter, we collect your name and email address so we can send you updates, news, invitations, and information about Raglan Naturally Community Trust and related community activities.
You can unsubscribe from our newsletters at any time by using the unsubscribe link in an email or by contacting us.
We may use an email marketing or newsletter platform to manage subscriptions and send emails. That provider may store or process your information on our behalf.
5. Collaborator Portal
Some people may be given access to a Collaborator Portal. This may be used by trustees, staff, contractors, partners, project teams, community collaborators, or other authorised users.
If you use the Collaborator Portal, we may collect and use information such as:
- your name, email address, and login details;
- your organisation or project role;
- project information, documents, updates, reports, and communications you submit;
- activity logs, access records, timestamps, and technical data;
- information needed to manage permissions, collaboration, reporting, accountability, and security.
You are responsible for keeping your login details secure and for ensuring that any personal information you upload or share through the portal is appropriate, accurate, and authorised.
6. Cookies and website analytics
Our website may use cookies and similar technologies to help the website work properly, improve user experience, understand website traffic, and maintain security.
Cookies are small files stored on your device. You can disable cookies through your browser settings, but some parts of the website may not function properly if cookies are disabled.
We may use analytics tools to understand how visitors use our website. This may include information such as pages visited, time on site, device type, browser type, and general location information.
7. Sharing personal information
We may share personal information where reasonably necessary for the purposes described in this policy, including with:
- service providers who help us operate our website, email systems, databases, hosting, analytics, security, or Collaborator Portal;
- trusted contractors, staff, trustees, or authorised collaborators;
- project partners or funders, where relevant to a project and where appropriate;
- professional advisers, such as accountants, auditors, insurers, or legal advisers;
- government, regulatory, or law enforcement agencies where required or permitted by law;
- another party where you have authorised us to share the information.
We take reasonable steps to ensure that service providers and authorised users protect personal information and use it only for appropriate purposes.
8. Overseas storage and service providers
Some of the systems or service providers we use may store or process personal information outside New Zealand. Where this happens, we take reasonable steps to ensure appropriate privacy and security protections are in place.
The Privacy Act 2020 includes controls around disclosure of personal information outside New Zealand.
9. How we protect personal information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.
These steps may include access controls, password protection, secure hosting, system monitoring, staff or user permissions, and limiting access to people who need the information for legitimate purposes.
However, no website, portal, email system, or internet transmission is completely secure. Please take care when sharing personal information online.
10. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including for operational, project, reporting, funding, accountability, legal, tax, audit, or dispute-resolution purposes.
When personal information is no longer needed, we will take reasonable steps to delete it, securely destroy it, or anonymise it.
11. Accessing or correcting your information
You have the right to ask us for access to the personal information we hold about you and to ask us to correct it if it is wrong, incomplete, or out of date. New Zealand privacy guidance states that organisations generally must provide access to personal information they hold about a person if that person asks to see it.
To request access or correction, please contact us at:
contact@raglannaturally.org.nz
We may need to verify your identity before responding. In some cases, we may refuse a request where the Privacy Act allows us to do so.
12. Privacy breaches
If a privacy breach occurs, we will take steps to contain and assess it. If a breach is likely to cause serious harm, we are legally required to notify the Office of the Privacy Commissioner and affected individuals as soon as practicable. The Privacy Commissioner’s guidance expects notification no later than 72 hours after becoming aware of a notifiable privacy breach.
13. Children and young people
Our website and community activities may involve information about children or young people in some circumstances, such as youth, rangatahi, education, community, or wellbeing initiatives.
Where we collect personal information about children or young people, we will take extra care and, where appropriate, seek consent from a parent, guardian, school, organisation, or authorised adult.
14. Photos, stories, and community content
We may collect or publish photos, videos, names, stories, project updates, or projects relating to community initiatives.
Where appropriate, we will seek consent before publishing identifiable personal information, images, or stories. You can contact us if you have concerns about content involving you or someone you are responsible for.
15. Links to other websites
Our website may contain links to other websites or services. We are not responsible for the privacy practices or content of those external websites. We encourage you to read their privacy policies.
16. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will be published on our website with the effective date shown at the top.
17. Contact us
For questions, requests, or concerns about this Privacy Policy or how we handle personal information, please contact:
Raglan Naturally Community Trust
Email: contact@raglannaturally.org.nz
Website: raglannaturally.co.nz
Location: Raglan, Aotearoa New Zealand
You may also contact the Office of the Privacy Commissioner if you are not satisfied with our response. The Privacy Commissioner oversees privacy rights and obligations in New Zealand.
